Transition Assistance Program (TAP) Administrative Assistant

TAP Administrative Assistant

The TAP Administrative Assistant provides non-personal administrative support to the Military & Family Readiness Center (M&FRC) at Hill Air Force Base, Utah. The primary purpose of this role is to manage TAP data entry, schedule courses for separating or retiring service members, track program completion, and perform front-desk customer service functions. This position requires a basic understanding of military family support programming and the ability to execute mission-essential duties.

Essential Functions and Responsibilities

• Scheduling and Outreach: Serve as the primary scheduler for TAP appointments, making 100% contact with service members 1824 months from separation/retirement and documenting all attempts in the AFFIRST system.
• Communication Management: Maintain continuous telephone coverage during standard hours and monitor the TAP organizational inbox, ensuring all inquiries receive a response or status update within one business day.
• Workshop Management: Manage the lifecycle of TAP workshops in AFFIRST and TAP Events systems, including creating sessions, assigning service members, and distributing email reminders.
• Classroom Operations: Ensure classroom setup at least 30 minutes prior to start times, including staging instructional tools and verifying audiovisual/IT functionality.
• Data and Accountability: Verify student attendance twice daily and record final rosters in AFFIRST within three business days. Notify member leadership of unexcused absences within 60 minutes.
• Administrative Support: Provide front-desk reception, accurately direct customers, ensure completion of Statements of Understanding (SOU), and manage the issuance and recovery of government computer assets.

Skills and Qualifications

• Technical Proficiency: Must be proficient in Microsoft Word, Excel, and Outlook to manage correspondence, spreadsheets, and calendars.
• Virtual Environments: Technical ability to navigate and set up virtual classrooms through Microsoft Teams.
• Communication: Demonstrated ability to produce written products with accurate grammar and spelling following Air Force standards. Strong oral communication skills are required to convey TAP information clearly.
• Military Protocol: A basic understanding of military protocol, Air Force/DAF terminology, and the ability to maintain cognizance of military hierarchy and customs.
• Customer Service: Excellent customer service skills with the ability to work effectively with a diverse clientele.

Education & Experience

• High School Diploma or GED equivalent
• A minimum of six months of administrative, scheduling, or data entry experience is required.
• Experience within a military, federal, or equivalent corporate environment is preferred.

Work Environment

The work is performed on-site at the Military & Family Readiness Center, Hill AFB, UT. While routine telework is not authorized, the contractor must be capable of working remotely during directed base closures or severe weather. The environment includes standard office settings and classroom areas that must be maintained in a professional, mission-ready state.

Physical Demands

The role involves daily classroom setup, which includes distributing student materials and staging instructional tools. The contractor is also responsible for the physical recovery and tracking of government-provided computer assets.

Role and Location Specific Functions

• EFAC Support: In the event of an Emergency Family Assistance Center (EFAC) activation, the contractor will provide reception support during standard duty hours.
• Confidentiality: Must maintain strict confidentiality of sensitive personal data in accordance with the Privacy Act of 1974 and CUI handling protocols.

Position Type/Expected Hours of Work

• Schedule: Monday through Friday, 07301630, with a one-hour lunch break.
• Overtime: Overtime is not authorized.
• Duration: The contract includes one base year (starting Sep 2026) and four option years.

Travel Requirements

The sources do not specify any travel requirements; all labor and transportation necessary to reach the place of performance at Hill AFB are the responsibility of the contractor.

Clearance/License Requirements

• Background Investigation: Must successfully pass and maintain a favorable federal background investigation, including LEADS checks, to obtain and retain a Common Access Card (CAC).
• Training: Completion of initial and refresher mission-essential computer-based training and OPSEC Awareness Training is required to maintain network access.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Our Values

Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence

AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Note: This position is being posted in anticipation of award of a federal contract. Employment is contingent upon Flatwater Group being awarded the contract and meeting all requirements set forth by the contracting agency. Candidates are encouraged to apply and may be contacted for further evaluation as part of the proposal process.